Student Accounts and Accounting Specialist

Description

Position Summary

The Accounting & Student Accounts Program Specialist is responsible for the administration and reconciliation of student tuition, scholarships, and private-pay therapy billing, while providing day-to-day accounting support and audit assistance. This role manages financial transactions related to tuition, EFA and PIAK scholarships, and private-pay therapy invoicing in FACTS, and performs light accounting functions including accounts receivable, accounts payable, journal entries, and QuickBooks support. The position serves as a key liaison between families, program staff, therapists, and accounting to ensure accuracy, compliance, and timely financial processing.

Essential Functions / Key Responsibilities:

• Manage student tuition accounts, including setup, invoicing, payment application, adjustments, and reconciliation.
• Process and manage private-pay therapy invoicing in FACTS, ensuring accurate rates, services, and documentation.
• Monitor outstanding balances and follow up with families and internal teams regarding payment status and discrepancies.
• Maintain accurate student financial records and supporting documentation.
• Administer Education Freedom Account (EFA) and PIAK scholarships, including invoicing, tracking, reconciliation, and documentation.
• Coordinate scholarship payments with families, state programs, and internal departments.
• Ensure compliance with scholarship requirements, deadlines, and recordkeeping standards.
• Serve as a primary contact for scholarship-related questions and issue resolution.
• Perform accounts receivable functions related to tuition, scholarships, and private-pay services.
• Assist with accounts payable, including invoice review, coding, and processing support.
• Prepare and enter basic journal entries as assigned.
• Maintain organized financial records to support reconciliation and reporting.
• Assist with data entry and maintenance in QuickBooks or related accounting systems.
• Prepare documentation and schedules for internal and external audits.
• Support audit requests related to tuition, scholarships, billing, and accounting transactions.
• Ensure records are complete, accurate, and audit-ready.
• Assist in identifying and improving processes to strengthen internal controls and compliance.
• Communicate professionally with families, therapists, program staff, and accounting regarding billing, scholarships, and account status.
• Coordinate closely with internal teams to resolve discrepancies, missing documentation, or payment issues.
• Track open items and follow up proactively to ensure timely resolution.

Requirements

Required Qualifications

• High school diploma or equivalent required; associate’s or bachelor’s degree in accounting, finance, business, or a related field preferred.
• Basic accounting background, including familiarity with accounts receivable, accounts payable, and journal entries.
• Experience with billing, student accounts, or financial administration.
• Proficiency with Microsoft 365 (Outlook, Teams, Excel, Word).
• Strong attention to detail and ability to handle confidential financial information.

Experience/ Knowledge required:

• Experience using QuickBooks.
• Familiarity with FACTS or similar tuition and billing systems.
• Experience administering scholarships or grant-funded programs (EFA, PIAK, or similar).
• Prior experience supporting audits or compliance reviews.
• Background in education, therapy services, nonprofit, or healthcare environments.

Core Competencies

• Financial accuracy and accountability
• Organization and follow-through
• Clear, professional communication
• Compliance and audit awareness
• Cross-department collaboration

Skills/ Abilities:

• Ability to communicate effectively and professionally with a wide variety of people.
• Strong organizational skills with attention to detail and accuracy.
• Basic computer skills which include a working knowledge of databases, word processing, spreadsheets, and Internet software.
• Ability to handle multiple tasks in a very busy environment.
• Ability to defuse escalated situations while maintaining excellent customer service.
• Ability to read and comprehend simple instructions, short correspondence, and memos. Ability to write simple correspondence. Ability to effectively present information in one-on-one and small group situations.
• Ability to add, subtract, multiply, divide, in all units of measure using whole numbers, common fractions, and decimals.
• Ability to apply common sense understanding to carry out detailed, but uninvolved, written or oral instructions. Ability to deal with problems involving a few concrete variables in standardized situations.

TRAVEL REQUIREMENTS

• Travel is not required for this position.
• ACCESS drivers are required to maintain a valid Driver’s License, current auto liability insurance and registration, a clean driving record, and physical ability to drive to local locations throughout Arkansas.